Powergrid ta rules

POWERGRID Travelling Allowance Rules - Contents
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Sl. No. Item Page No.
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1. Short Title 57
2. Applicability 57
3. Chapter-I 58
4. Chapter-II 88
5. Chapter-III 93
6. Chapter-IV 94
7. Chapter-V 97
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Policy Manual
POWERGRID TRAVELLING ALLOWANCE RULES
1.0 SHORT TITLE
These Rules may be called ‘POWERGRID Travelling Allowance Rules’.
2.0 APPLICABILITY
These rules shall be applicable to all employees of the Company including :
1) Lien holders;
2) Deputationists on foreign service terms, unless their terms of deputation pro-
vide otherwise;
3) Apprentices/Trainees engaged under company’s own training schemes;
These rules shall not be applicable to :
i) Apprentices engaged under the Apprentices Act, 1961; and
ii) Muster roll, daily rated, casual, badli or substitute employees save and
except to the extent specifically mentioned in these rules.
2.1 These rules shall also be applicable to :
i) Persons appointed on contract, unless otherwise specified in the terms of their
contracts;
ii) Candidates called for appearing in a test/interview conducted by the company;
and
iii) Any other person or class of persons to whom these rules are so extended by
specific order(s) of the Chairman and Managing Director.
TRAVELLINGALLOWANCERULESVOLUME-II 5 7

Policy Manual
CHAPTER - I
3.0 SCOPE
3.1 The provisions of this Chapter shall be applicable to journeys performed by the em-
ployees to places beyond a radius of 30 kms. from the Headquarters or outside
municipal limits of the Headquarters, whichever is more for purpose specified herein-
after.
4.0 DEFINITIONS
In these Rules, unless the context otherwise requires :
4.1 “Company/Corporation” means the Power Grid Corporation of India Ltd. including
the regions/Sub-stations under its management.
4.2 “Controlling Officer” means the officer empowered to approve and/or countersign
the Travelling Allowance claims (including advance) in respect of employees working
under him, in accordance with the powers delegated from time to time for specified
purposes under these Rules.
4.3 “Day” means a calendar day beginning and ending at mid-night. This is for general
reckoning only.
4.4 “Family” means an employee’s spouse residing with the employee and legitimate
children (including step children and legally adopted children), parents, unmarried sis-
ters and minor brothers provided that the concerned member is residing with and
wholly dependent upon him.
4.4.1 However, till such time the Company’s special facility of housing/house rent allow-
ance for retention of family at a place other than the place of posting of the employ-
ees is in existence, the condition of ‘residing with the employee’ will not be essential
for such employees as are allowed to retain their family under the provisions of such
special facility.
4.4.2 Only one wife is included in the term ‘family’ for the purpose of these Rules.
4.4.3 Legitimate children do not include adopted children except those legally adopted.
4.4.4 Step children include the children of the spouse from a previous marriage, where the
same was dissolved due to legal divorce or death of the other party to such mar-
riage.
4.4.5 "Minor" means a person below 21 years of age.
4.4.6 The criterion for judging the dependency - Rs. 3000/- or otherwise of a family member
of an employee will be the monthly income of the concerned family member. A family
TRAVELLINGALLOWANCERULES5 8 VOLUME-II

Policy Manual
member will be deemed to be dependent upon the employee if his/her income from all
sources is not more than Rs. 3000/- p.m. In case of parents, the income of both father
and mother jointly will be taken into account for this purposes.
4.4.7 Where both husband and wife are employed in the Company, the dependent parents
of either of the spouses may be treated, at their option, as parents for the purpose of
these Rules.
4.5 “Headquarters” means the normal place of duty of an employee. In case of an em-
ployee deputed for training in India or abroad, the Headquarters will mean the place of
duty from where he proceeded on training unless the same is changed in respect of
an employee sent on long-term training or assignment by a specific order of the Head
of Region.
4.5.1 In respect of an apprentice/trainee, the Headquarters shall mean the place of training
at which he is posted for undergoing long duration (more than 30 days) apprentice-
ship/training.
4.6 “Head of Region” means the concerned Functional Director/General Manager or
any other Executive to whom the power is delegated by Chairman and Managing
Director for the purpose of these rules.
4.7 “Management” means the Board of Directors and if authorised by the Board, the
Chairman and Managing Director of the Company for the purpose of these rules.
4.8 “Official Tour” means absence on duty of an employee from his Headquarters.
4.9 “Pay” means basic pay together with personal pay, special pay, deputation (duty)
allowance, dearness pay and officiating pay, if any.
4.9.1 In case of a re-employed pensioner, pension and pension equivalent of retirement
benefits will also be considered as pay, provided and to the extent, the same has
been taken into consideration for fixation of his basic pay. In such a case, if the sum of
his pay plus pension exceeds the pay of the post, if it is on a fixed rate of pay or the
maximum pay of the post, if it is on a time scale of pay, such excess shall be ignored.
4.9.2 For muster roll, daily rated, casual, badli or substitute employees, pay means the
amount arrived at by multiplying their daily rate of wage by 26 (twenty six) or 30
(thirty), as the case may be, depending upon the manner of calculation of their daily
wage-rates.
4.10 “Principal Cities” mean Kolkata, Delhi, Mumbai, Chennai, Hyderabad and other cit-
ies categorised as ‘A’ and ‘B-1’ for the purpose of City Compensatory Allowance as
per Government of India Notification from time to time.

Policy Manual
4.11 “Shortest Route” means the route which is shortest in terms of distance.
4.11.1 The route by which the destination can be reached most speedily by rail/air as per
entitlement, even if longer, will be deemed to be the shortest route for the purpose of
these Rules. In respect of a road journey, it means the route which is shortest in point
of time by entitled mode of travel.
4.11.2 Keeping in view the locations of various destinations, availability of various means of
transport and other relevant factors, the Chairman and Managing Director may de-
clare from time to time specific routes which, though not shortest, will deem to be
shortest routes for the purposes of all or any of the journeys mentioned in these Rules.
4.12 “Transfer” means the movement of an employee from one Headquarters station at
which he is posted to another station to which his former Headquarters have been
changed or where he is ordered to take up the post.
4.12.1 Notwithstanding the above definition of transfer, the movements of an apprentice/a
trainee, engaged under the Company’s own training scheme, during the period of
training as well as that for joining his duties at the place of posting in consequence of
final appraisal and placement etc. shall be not be treated as transfer.
5.0 ENTITLEMENT OF TRAVELLING ALLOWANCE ON OFFICIAL TOURS WITHIN
INDIA
An employee on official tour will be entitled to Travelling Allowance which is intended to
cover expenditure incurred in connection with journeys performed for the Company’s
work, as provided hereinafter.
5.1 Reimbursement of journey fares
5.1.1 The reimbursement of fares for journeys performed between the Headquarters sta-
tion and tour station by the employees of various Levels/pay ranges by different
means of transport shall be as per the following entitlement, subject to actuals:

Policy Manual
5.1.2 Nature of Entitlement
Sl. Level/Pay Entitled Mode & Class of Travel
No. Range (Rs.)
Rail Air Road
1. 2. 3. 4. 5.
(A) EMPLOYEES
1. Those in the ACC I Class Admissible Actual taxi fare
Level of
E6 & above
2. Those in the AC II Tier provided Admissible -do-
Level of E5 that ACC I class
will be admissible
only if pay is Rs. 8100
and above
3. Those in the I Class/AC II Tier Not admissible Actual taxi fare
Level of E3 & E4 limited to
Rs. 4.30 /km
4. Those in the I Class/AC II Tier Not admissible Fare of a single
Level of E2 & seat in taxi
E2A availed, limited to
Rs. 1.60/km or
actual bus fare
5. Those in the level of I Class/AC II Tier Not admissible Fare of a single
E-1 and below but seat in taxi
drawing pay not less availed, limited to
than Rs. 3090 (for Rs. 0.80/km
Supervisors) and or actual bus fare.
Rs. 2695 for workmen.
W7 and above (joined
on or after after 1/1/97)
6. Those drawing pay AC III Tier/ Not admissible Actual Bus fare
below 3090/- Sleeper Class
(Supervisors) and
Rs. 2695/- (for Workmen).
W1 to W6 (joined
on or after 1/1/97)

Policy Manual
Sl. Level/Pay Entitled Mode & Class of Travel
No. Range (Rs.)
Rail Air Road
1. 2. 3. 4. 5.
(B) TRAINEES
7. Executive Trainee I Class/AC II Tier Not admissible Fare of a single
seat in taxi where
availed limited to
Rs. 0.80/- Km or
actual bus fare.
8. Supervisor/Diploma II class Not admissible Actual bus fare
Trainee and Artisan
Trainee/ITI
(C) DAILY RATED/MUSTER ROLL ETC. EMPLOYEES
9. All pay ranges II class Not admissible Actual bus fare
(i) In view of the introduction of Executive Class on some of its flights by the Indian
Airlines, employees in the rank of General Manager and above only may travel
by the said class for various journeys specified in the Travelling Allowance Rules.
(ii) Pay scales/Pay ranges wherever mentioned in these Rules are as per 1992 pay
structure.
5.1.3 For places which are not connected by rail but which are connected with the railway
system by steamer, if the steamer service is not owned by the railways or for jour-
neys otherwise by sea, the reimbursement of fares for such portion of the journey as
is undertaken by steamer or otherwise by sea, in respect of employees of various
Levels/pay ranges shall be as per the following scale :
Sl. No. Level/Pay Range Entitled Class of Travel
1. 2. 3.
(A) EMPLOYEES
1. Those in the level of Highest class
E5 and above.
2. Those in the level of Higher class, if there are only two
E2, E3, & E4. classes on the vessel. Middle or
second class, if there are more than
two classes.

Policy Manual
Sl. No. Level/Pay Range Entitled Class of Travel
1. 2. 3.
3. Those in the pay scales Lower class, if three are two classes
of E1 and below but drawing only on the vessel. Middle or second
pay not less than Rs. 3090 class, if there are three class, if
(in case of Supervisors) and Third class, if there are four classes.
Rs. 2695 (in case of Workmen
joined Prior to 1/1/97 and W7
and above for Workmen joined
on or after 1/1/97.)
4. Those drawing pay below Lowest Class
Rs. 3090 (in case of Supervisors)
& Rs. 2695 (in case of Workmen
joined Prior to 1/1/97 and W1 to W6
for Workmen joined on or after 1/1/97).
(B) TRAINEES
5. Executive Trainee Lower class, if there are two classes
only on the vessel. Middle class if
there are three classes. Third class,
if there are four classes.
6. Supervisors/Diploma Trainee and Lowest Class
Artisan Trainee.
7. All pay ranges Lowest Class
5.1.4 Where journeys are performed by road between places connected by rail, the reim-
bursement as per sub-rule 5.1.2 will be restricted to rail fare as per entitlement,
subject to actual.
5.1.5 For journeys performed by road between places not connected by rail and where
road travel is customary, the reimbursement will be allowed in full as admissible under
column (5) of sub rule 5.1.2.
5.1.6 Notwithstanding the provision contained in sub-rule 5.1.4, keeping in view the loca-
tions of various destinations, availability of various means of transport and other
relevant factors, the Chairman and Managing Director may notify places/stations con-
nected by rail, in respect of which reimbursement of actual fare may be permitted as
for road journey under column (5) of sub-rule 5.1.2 in full for all or specified categories
of employees.

Policy Manual
5.1.7 When journey is performed by an employees in his own car/scooter/motor cycle, re-
imbursement will be allowed @ Rs 4.30/- per km. for travel by car if entitled for full taxi;
otherwise Rs. 1.60/- per km. for travel by scooter/motor cycle, subject to restrictions
as contained in sub-rule 5.1.4 unless there is any contrary notification under sub-rule
5.1.6.
5.1.8 The reimbursement of fare will normally be admissible by the shortest route on through
ticket basis. In exceptional cases, the concerned Head of Region may relax this
provision in really deserving cases purely on merits but not as a general rule.
5.1.9 Charges for sleeper accommodation, super fast train surcharge, reservation, telegram
charges by railways for booking of tickets as well as telegram charges levied by
airlines for reserving accommodation and with the approval of the Head of Depart-
ment, charges for cancellation of tickets for journeys not undertaken due to official
reasons will also be reimbursable. In addition, agency charges paid to travel agents
for booking of tickets subject to the monetary limit as may prescribed from time to time
by the Chairman and Managing Director for each journey are also reimbursable on
production of vouchers. Services charges towards purchase of ticket under 'tatkal'
service will also be reimbursed on production of proof of payment.
5.1.10 In exceptional cases cancellation charges may be reimbursed, at the discretion of the
Controlling Officer where the journey is not undertaken by an employee due to natural
calamities or any mishap in his family.
5.1.11 Non-availability of reservation by train is not an acceptable reason for not performing
the journey connected with official work. Also, in case of non-availability of accom-
modation in the entitled class and/or modes, an employee should travail in a lower
class/by a lower mode.
5.2 Reimbursement of conveyance charges
An employee will also be entitled to reimbursement of actual conveyance charges for
journeys between railway station/bus-stand/airport and residence/place of stay ei-
ther at headquarters or tour stations and other official journeys performed by road at
tour stations/through means of conveyance other than Company’s transport. The re-
imbursement shall be regulated in accordance with the following sub-clauses :
5.2.1 For journeys to and from railway station/bus-stand/airport, at headquarters and tour
stations, the reimbursement will be as per the scale laid down in the table under sub-
rule 17.2.2 of Chapter II of these Rules. Notwithstanding the above provision the
employees at the levels of E-2A to S-1 and Executive Trainees may be reimbursed
actual taxi charges wherever three wheelers do not ply.
5.2.2 For journeys performed by road at tour stations, the reimbursement will be regulated
as per the scale laid down in the table under sub-rule 17.2.2, subject to the provi-
sions of sub-rules 17.2.3, 17.2.4 and 17.2.5 of Chapter II. The reimbursement will

Policy Manual
be limited to a maximum of Rs. 750/- at anyone station at any one time for a continues
halt not exceeding seven days. The limit of Rs. 750/- can be relaxed in exceptional
cases by the concerned Head of Department up to Rs.1000/-. For halts exceeding
seven days, the limit may be raised proportionately. These limits are for journeys
other than those covered in sub-rule 5.2.1.
5.2.3 It is clarified that in case of journeys between places situated in the urban agglomera-
tion of ‘A’ class cities such as Greater Mumbai, Greater Kolkata and like situations,
journeys between places connected by rail should be undertaken by rail only and if
the journeys are performed by road between such places, the reimbursement will be
restricted to rail fare as per entitlement. However, Self-Controlling Officers may un-
dertake the journeys between such places by road in exceptional circumstances at
their discretion and the reimbursement will be allowed accordingly.
5.2.4 Employees proceeding on official tour for work in the suburbs of ‘A’ class cities of
contiguous industrial complex should normally stay in such places where the official
work-proper is to be done. In case they choose to stay in the ‘A’ class city-proper, the
journeys between the place of stay and the suburbs/contiguous industrial complex if
connected by rail should be undertaken by rail, and in case the journey is performed
by road between such places, the reimbursement will be restricted to rail fare as per
entitlement. However, Self-Controlling Officers may undertake the journey between
such places by road in exceptional circumstances at their discretion and the reim-
bursement will be allowed accordingly.
5.2.5 In respect of the top officials of the Company who are entitled to staff car facility for
official duties at their headquarters stations as per their terms of appointment or
otherwise, the restrictions laid down in sub-rules 5.2.2, 5.2.3 & 5.2.4 will not apply and
they will be reimbursed the actual cost of conveyance charges incurred by them at
tour stations, if not provided with staff car facility at such stations.
5.2.6 No conveyance charge for purchase, cancellation or exchange of railway ticket ei-
ther at headquarters or tour stations will be reimbursed.
5.3 Daily Allowance
5.3.1 An employee on official tour will be entitled to daily allowance intended to cover ex-
penses incurred for food and incidentals in the course of travelling and for boarding
and lodging at places other than headquarters, as provided here-in-after :

Policy Manual
SL. CATEGORY/ ACCOMMODATION ALLOWANCE COMPOSITE DAILY
NO. LEVEL/ PAY CHARGES SUBJECT FOR FOOD AND ALLOWANCE
RANGE (Rs.) TO MAXIMUM OF INCIDENTALS
c) DAILY RATED/MUSTER ROLL ETC. EMPLOYEES
11. 1800/-pm & above - - 25* - 50* -
12. 1500/-pm & above - - 20* - 45*
but below 1800/-
13. Below 1500/- - - 20* - 30* -
NB : 1. ‘P’ MEANS PRINCIPAL CITIES
2. ‘O’ MEANS OTHER PLACES
3. ‘*’ DAILY ALLOWANCE FOR JOURNEY PERIOD.
5.3.3. Actual accommodation charges limited to the amounts as shown in column (3) in
case of principal cities and in column (4) in case of there places as in sub-rule 5.3.2
for stay in any hotel, Company’s guest house or any other guest house will be reim-
bursed subject to production of receipts. The limits of accommodation charges may
be relaxed in exceptional cases on merits with the approval of the Chairman & Man-
aging Director.
5.3.4 The ceiling rates of accommodation charges indicated in sub-rule 5.3.2 are exclu-
sive of service and other similar charges/taxes related to accommodation charges.
Such charges where levied and paid will also be reimbursable to the extent of an
amount which would have been payable as the case may be, subject to actuals.
5.3.5 For food and other incidental expenses, an employee will be paid as per column (5)
and column (6) in case of stay at principal cities and other places respectively.
5.3.6 An employee who does not produce receipt of accommodation charges will be paid
composite daily allowance at the rates indicated in column (7) and column (8) for
stay at principal cities and other places respectively.
Provided that an employee who stays in a public sector undertaking’s guest house
shall be entitled to boarding expenses as laid down in column (5) or (6) of sub-rule
5.3.2 as the case be in addition to accommodation charges as per actuals subject to
the limits indicated in column (3) or (4) of sub-rule, as applicable.
When the family members of an employee accompany him while he is on tour and the
accommodation is hired for lodging of the employee as well as his family members,
the actual accommodation charges may be reimbursed to him in full, without making
any proportionate reduction, subject to the ceiling limits in force from time to time.
IN LIEU OF IN LIEU OF
(3) & (5) (4) & (6)
P O P O P O
(1) (2) (3) (4) (5) (6) (7) (8)

Policy Manual
However, it would be obligatory on the part of employee concerned to submit the hotel
bill(s) clearly indicating the name(s) of the person(s) who have shared the accommo-
dation with him.
Family members for the above purpose would mean an employee’s spouse residing
with him and legitimate children (including step children and legally adopted children)
residing with and wholly dependent upon him.
5.3.7 An employee, who having proceeded on official tour returns to his Headquarters within
a period of 24 hours from the time of his departure from his place of work/residence,
will be entitled to daily allowance, at the rate applicable to the place of visit, on the
following scales:
PERIOD OF ABSENCE ADMISSIBLE ALLOWANCE
(HOURS)
Less than 12 Half
12 - 24 Full
Provided that where the accommodation booking is for a full day, accommodation
charges in full will be admissible.
Notwithstanding the above, in case the absence from Headquarters involves over-
night halt, full Daily Allowance shall be admissible at the rate applicable to the place of
visit.
5.3.8 In case an employee proceeds on official tour and the period of absence from Head-
quarters is for more than 24 hours from the time of his departure from his place of
work/residence, he shall be entitled to daily allowance for his day of departure from
Headquarters, day of arrival at the Headquarters and for each day in between as
detailed hereunder:
i) DA for the day of departure - full DA if time of departure is 12.00 noon or before
and half DA if time of departure is after 12.00 noon, at the rate applicable to the
place where the employee spent the first night (24.00 mid-night hrs.)
ii) DA for the intervening period - full DA if time of arrival is 12.00 noon or thereafter
and half DA if time of arrival is before 12.00 noon, at the rate applicable to the
place where the employee spent the preceding night (24.00 mid-night hours).
iii) DA for the intervening period - one full DA for each night (24.00 mid-night) spent
on tour beginning from second night till the last night of the tour period, the rate of
DA for each such night being the rate applicable to the place (Principal City or
Ordinary Place) where the night (24.00 mid night hrs.) was spent. This proce-
dure is to be adopted for the limited purpose of calculation of DA payable, either

Policy Manual
composite DA or allowance for food incidentals in case of stay in Guest House,
Hotel etc. The accommodation charges for stay in Guest House, Hotel etc. dur-
ing the period of tour shall be reimbursable in full subject to the daily limits as laid
down from time to time. The accommodation charges in full will be admissible
even for part of a day, where the accommodation booking is for a full day.
For the above purpose, any night (24.00 mid-night hrs.) spent on journey shall
be deemed to have been spent at an Ordinary Place.
5.3.9 The allowance will be admissible for the period of absence from Headquarters start-
ing from the time of departure from place of work or residence, as the case may be
and ending at the time of arrival at residence/work place.
5.3.10 For prolonged halts, full daily allowance may be drawn for a period of 30 days/and for
a further period of 60 days, half daily allowance will be admissible. These limits relate
to stay at any one station only. The concerned Head of Region may relax these
conditions in special circumstances for an additional period up to 90 days with half
daily allowance as in column (6) or (8) of sub-rule 5.3.2, as the case may be, irre-
spective of the place of stay. Not withstanding the above provision, actual accommo-
dation charges as per sub-rule 5.3.3 will be reimbursed, when composite daily al-
lowance is not claimed.
5.3.11 Wherever calculation for daily allowance admissible for journey period are required to
be necessarily made, the same is to be regulated on the basis of acutal journey time
involved starting from the time of departure from place of work or residence, as the
case may be, and ending at the time of arrival at residence/work place after suitable
rounding off in case of period less than 24 hours as under :
PERIOD OF ABSENCE ADMISSIBLE ALLOWANCE
(HOURS)
Less than 12 Half
12 - less than 24 Full
Notwithstanding the provision mentioned above, the daily allowance admissible for
the journey period under sub-rules 5.3.15 and 10.1.4 (a) (iii) shall be calculated by
subtracting the number of days for which daily allowance. is admissible for halts on
tour (i.e. 24.00 mid-night hrs. spent on such halts) from the total number of days for
which the daily allowance is payable in respect of the entire tour duration.
5.3.12 If an employee is provided with both boarding and loading free of cost, he will be
entitled to draw 1/4th of the D.A. as in column (7) or (8) of the sub-rule 5.3.2, as the
case may be. If only lodging is provided free of cost, he will be paid 1/4th of the
amount in column (5) or (6), in addition to charges for accomodation as per Column
(3) or (4), as the case may be Subject to actuals.

Policy Manual
5.3.13 The daily allowance will be admissible for journey periods, all halts on tour and holi-
days occurring during the period of halt subject to the provision in sub-rule 5.3.15 but
the same will not be admissible for the period of leave of any kind availed while on tour.
If an employee breaks journey enroute due to personal reasons, he shall not be paid
the daily allowance for such period of halt.
5.3.14 Employees are expected to stay in the Company’s Guest House and Guest Houses
of other Public Sector undertakings and of the Government. The accommodation
charge as provided in sub-rule 5.3.2 for staying in hotels will be admissible only when
the employees fail to get accomodation in the guest house in the company.In such
situation, the employees will have to certify that he could not get accomodation in the
company's guest house.
5.3.15 An employee who is in receipt of House Rent Allowance or is provided with Compa-
ny’s leased accommodation, for keeping his family at a station other than his Head-
quarters, will be entitled, when on tour to such station to draw only 1/4th of the Daily
Allowance as in Column (7) or (8) of sub-rule 5.3.2, as applicable in addition to the
allowance admissible for the period spent on journeys between Headquarters station
and tour station.
5.3.16 As provided in sub-rule 4.5.1 the places at which long duration (more than 30 days)
training arrangements are made for the trainees, shall be deemed to be their head-
quarters. Accordingly no TA/DA etc. shall be admissible to the trainees for their stay
at such places. However, when the trainees are required to be sent from their Head-
quarters for short durations to other places for work visits, practical demonstration
etc. as part and parcel of their training, they will be entitled to TA/DA etc. as per rules.
For this purpose any period of stay up to 30 days at a particular outstation shall be
treated as “Short Duration” visits. In case the stay exceeds 30 days at any one out-
station, the Headquarters of the trainees would be deemed to have been changed
from previous place to the new place of training.
5.3.17 When the trainees move from one headquarters to another, the TA/DA etc. for the
journey period will be admissible to them, and they will be entitled to bare journey time
only, but no preparation time.
5.3.18 When the trainees are recalled from outstations to Delhi at fag end of their training for
final appraisal and placement etc., and if the period of stay at Delhi during the period of
training is not more than 30 days, the same will be treated as on tour and accordingly
TA/DA etc. will be admissible to them.
5.3.19 Consequent upon the decision regarding final placement, if some of the trainees are
posted at Corporate Centre, the period of stay up to the date of issue of the placement
order will still be treated as on tour and accordingly TA/DA etc. will be payable.
5.3.20 Consequent upon the decision regarding final placement, such of the trainees as are
posted to the regions/places away from Delhi will be entitled to TA/DA etc. for journey
period and they will be entitled to bare journey time only, but no preparation time.

Policy Manual
5.3.21 If a trainee is sent on official tour other than training, TA/DA etc. shall be admissible to
him as per his entitlement. Recourse to this provision can be taken only in very ex-
ceptional cases with specific approval of concerned head of Region.
5.4 Miscellaneous charges incidental to official tour
5.4.1 The following tour incidental expenses, if actually incurred, will also be reimbursed on
production of receipts :
i) The excess baggage charges for carrying the official records;
ii) The expenses on account of official telephone calls (local and STD) and tel-
egram/phonogram if specifically sanctioned by the controlling officer;
iii) Insurance charges in respect of journeys by air at the rate of Rs. 10/- per air
travel. Annual Insurance Policy may be taken with the approval of the concerned
Head of Region for such executives who are likely to travel frequently by air.
For reimbursement of the claims of Insurance Charges the details of policy
number, date, place of issue should be indicated in the TA claims;
iv) Any other expenses, not covered hereinbefore, incidental to and incurred dur-
ing the course of tour at the discretion of the concerned Head of Region.
5.5 In exceptional cases, on merits, the concerned Head of Region may permit employ-
ees to travel by a class/mode higher than their entitlement.
5.6 The rate of reimbursement for road journey as indicated in sub-rules 5.1.2 and 5.1.7
and the Daily Allowance rates as indicated in sub-rule 5.3.2 may be reviewed once in
two years by the Chairman and Managing Director, who shall have the powers to
increase/decrease the rates subject to the maximum variation of 20% of the prevail-
ing rates on one such occasion, keeping in view the increase/decrease in prices of
petroleum products, board and lodging charges and other relevant factors.
6.0 ENTITLEMENT OUTSIDE INDIA
6.1 The entitlement of Travelling Allowance, Daily Allowance etc. in connection with offi-
cial tours outside India will be regulated in accordance with the provisions contained
hereinafter except for the portion of the journey, including halts, if any, within India up
to the point of embarkation/disembarkation in India, which will be regulated in accord-
ance with the provisions contained in rule 5.0.
6.2 Travelling Allowance
6.2.1 Chairman & Managing Director and Functional Directors/Executive Directors may
travel by air in first class. Other employees will be entitled to economy class air fare
only.

Policy Manual
6.2.2 Statutory levies as paid in connection with tour will also be reimbursable.
6.2.3 The payment of Travelling Allowance for official tours abroad will be subject to the
instructions/guidelines of the Government of India as adopted by the Board from time
to time.
6.3 Daily Allowance and other Travelling Entitlements
6.3.2 The payment of Daily Allowance for tour abroad will be made on the basis of actual
time spent outside India including journey time by shortest route.
6.3.2 The Daily Allowance and other travelling entitlements in respect of the employees
deputed abroad will be as per the scale of release of foreign exchange prescribed by
the Reserve Bank of India from time to time for employee of public sector undertak-
ings. Based on RBI norms, internal guidelines will be issued with the approval of Chair-
man & Managing Director from time to time.
6.3.3 Where the stay abroad is extended for official reasons with the approval of an author-
ity competent to approve the foreign tour beyond the period for which foreign ex-
change was released, the employee will be paid additional Daily Allowance in foreign
exchange for such extended period of halt provided it is released on time by the Re-
serve Bank of India, failing which the company will pay an equivalent amount in Indian
currency.
6.3.4 Where the duration of stay abroad is curtailed/reduced, the employee shall refund the
Daily Allowance in foreign exchange for the number of days so curtailed/reduced.
6.4 Miscellaneous
6.4.1 In respect of employees provided with free lodging and boarding facilities abroad, the
out-of-pocket expenses will be regulated as per the scales prescribed by Reserve
Bank of India from time to time.
6.4.2 Foreign exchange which is normally released at the airport at the time of embarkation
will not be treated as part of travelling expenses reimbursable by the Company.
6.4.3 The employees of the company who are deputed abroad for training under Colombo
Plan, UNDP Programme, Bilateral agreements like PRG, EDF etc. will be paid a non-
refundable kit allowance of Rs. 1500 (Rupees one thousand & five hundred) only
towards preparatory pre-departure expenditure subject to fulfillment of the following
conditions :
i) The continuous duration of training abroad should be more than 30 days; and
ii) The employee concerned has not received such an allowance in the last three
years.

Policy Manual
7.0 ENTITLEMENT DURING LEAVE AVAILED WHILE ON OFFICIAL TOUR
7.1 Under exceptional circumstances, leave (irrespective of its nature) can be allowed to
an employee on tour either before, after or during the tour by the Controlling Officer.
However, no Daily Allowance or other charges will be admissible during such period
of leave. Where an employee makes a de-tour for his own convenience and with the
prior approval of the head of Department, the entitlement of TA/DA etc. may be de-
termined in each case on merits by the concerned Head of Department subject to the
condition that the same in no case shall exceed the amount that would have been
admissible had the journey been performed by shortest route between the tour-sta-
tion and headquarters, limited to actuals.
8.0 ENTITLEMENT ON TRANSFER
8.1 In case of transfer of an employee in the Company’s interest, the entitlements shall
be regulated as per the provisions contained hereinafter.
8.2 A transfer at the request of an employee will not be treated as a transfer in Company’s
interest unless the authority sanctioning the transfer, for special reasons which should
be recorded, otherwise directs.
8.3 Journey Fare
8.3.1 An employee and members of his family will be entitled to travel by the same mode
and class of travel as on tour with reference to his level/pay range at the new station
of posting and will be entitled to single fare for self and each member of his family as
chargeable under the rule of the concerned carrier.
8.3.2 The fare will normally be admissible from the old station of posting to the new station of
posting. However, if the family of an employee travels to a station other than his new
place of posting, or travels from a station other than his old station of posting, the fare
to be allowed for such journey performed by the family shall be the amount admissible
for the distance between the new place of posting and the old station of posting or the
actual fare paid, whichever is less.
8.3.3 An employee's family member who follows him within six months from the date of his
transfer or precedes him by not more than one month will be deemed to have accom-
panied him.
8.3.4 If the family of an employee does not accompany and the employee undertakes a
journey prior/subsequent to his transfer for shifting his family, the employee will have
the option to claim TA for self either for the journey undertaken at the time of actual
transfer or journey undertaken at the time of shifting his family, subject to the condi-
tion that the prior/subsequent journey is performed within one month or six months
respectively of the transfer.

Policy Manual
Provided that in case of transfer to a project site, the aforesaid limitation of six months
will not apply in case of an employee who is compelled to keep his family away from
the place of positing because of non-availability of family accommodation at the project
site.
8.3.5 The above time limits of 1 month or 6 months, as applicable, may be extended by the
concerned Head of Division, in consultation with concerned Human Resources De-
partment, in individual cases attendant with special circumstances such as education
of children or illness of family members.
8.3.6 Subject to above, the provisions as contained in rule 5.1 will apply mutatis-mutandis
to such journeys.
8.4 Conveyance Charges
8.4.1 For journeys between Airport/Railway Station/Bus Stand and residence at the previ-
ous headquarters as well as at the new headquarters, the conveyance charges will
be reimbursed in accordance with the provision contained in Rule 5.2 of these Rules.
8.5 Daily Allowance
8.5.1 For journey period, an employee will be entitled to Daily Allowance for self and each
adult member of his family at full-rate for member between the age of 3-12 years at
half rates as incidentals in accordance with sub-rule 5.3.11 subject to a minimum of
one Daily Allowance for each adult member and half daily allowance to a child in the
age group of 3 to less than 12 years.
Provided that if an employee performs journey in his own Car/Scooter, DA will be paid
as admissible for journey by Rail for the shortest route and duration.
8.6 Baggage Allowance
8.6.1 An employee will also be entitled to reimbursements of actual expenses of the follow-
ing kind subject to the limits as specified herein under :
i) Cost of transportation of his baggage by goods train up to the following maxima:
LEVEL ENTITLEMENT
Those in the levels of Full eight wheeler wagon or two
E4 & above. containers, wherever available or if
transported by road, actual hire charges
for truck or twice the amount as
admissible for Goods Train whichever
is less.

Policy Manual
TRAVELLINGALLOWANCERULES
LEVEL ENTITLEMENT
Those in the levels of Full eight wheeler wagon or two containers,
E2 to E3 wherever available. If transported by road
actual hire Charges for truck or amount
admissible for Goods Train, whichever is less.
Those in levels of Full four-wheeler wagon/one container,
E1 to W9/S3 wherever available. If transported by
road limited to cost of transportation
of 6000 kgs. by Goods Train.
Those in the levels of 4000 kgs
W8/S2 to W4
Those in the levels of 2000 kgs.
W3 & below.
ii) Cost of transportation of his conveyance (one motor car cycle or scooter or
moped or bicycle) by passenger train provided the same is necessary for the
performance of duties. However, there is no objection to an employee trans-
porting his conveyance on its own power, but the reimbursement will be limited
only to the amount admissible had it been transported by passenger train.
iii) Mileage Allowance @ Re. one per quintal per km subject to a minimum of Rs.
100/- each way for carriage of personal effects (on the basis of actual weight)
from residence to railway station and vice-versa, provided that railway con-
tainer service has not been utilised or no reimbursement of hire charges for
truck has been allowed, as the case may be.
iv) Octroi duty, entry taxes, terminal taxes and insurance charges on house hold
effects and conveyance etc. subject to production of receipts.
8.6.2 An employee, who is not entitled to reimbursement of hire charges by truck, may
carry his personal effects by passenger train/road instead of goods train between the
points connected by rail, but the reimbursement will be restricted to the amount ad-
missible had he taken the maximum permissible baggage by goods train, subject to
actuals.
8.6.3 An employee, who is otherwise entitled to reimbursement of cost of transportation of
his conveyance by passenger train, may transport his conveyance by road, goods/
passenger train at his option but the reimbursement will be restricted to the amount
admissible had he taken the conveyance by passenger train, subject to actuals.
8.6.4 There is no objection to an employee who is not entitled to reimbursement of cost of
transportation of conveyance for transporting his conveyance and claiming reim-
bursement of the expenditure involved if the same is within the baggage allowance
limit as stipulated in sub-rule 8.6.1 (i).
VOLUME-II 7 5

Policy Manual
8.7 Transfer Grant
8.7.1 An employee will be entitled to transfer grant equal to one month of his wage/salary
(Pay + Dearness Allowance) subject to a maximum of Rs. 10,000/- on fulfillment of
the following conditions:
i) The transfer is for a period of not less than one year;
ii) The transfer involves change of station of posting and residence;
iii) The transfer involves actual breaking and setting up of establishment;
iv) Company’s accommodation in possession of the employee at the old station of
his posting is vacated; and
v) The employee is neither in receipt of HRA nor has been provided Company’s
leased accommodation, for keeping his family at a station other than the new
place of posting.
8.8 Package Charges
8.81 An employee will be entitled to package charges for meeting expenses incurred on
packing of personal effects as under :
CATEGORY/GRADE AMOUNT (Rs.)
All non-executive employees 2,000/-
Executives in the grades of E1 to 3,500/-
E5 (i.e. up to Manager)
Executives in the grades of E6 5,000/-
& above (i.e. Chief Manager & above.)
8.8.2 For claiming reimbursement of package charges, the employees concerned should
certify that they have incurred an expenditure not less than their entitlement towards
packing of personal effects.
8.9 An employee who has availed facilities as in Rule 8.0 as baggage allowance, transfer
grant, package charges etc. and leaves the services of the company within one year
of joining at the new place of posting shall be liable to refund the entire amount paid to
him under these Rules.
8.10 Transfer Pay Advance
8.10.1 An employee on transfer for a period of not less than one year may be allowed, in
addition to the advance towards TA, DA etc., an interest free advance not exceeding
two months' pay which will be recovered in twelve equal monthly instalments. The
recovery will start from the month following the month of joining the post at the new
headquarters or the month following the month in which advance is paid, whichever is
earlier.

Policy Manual
8.11 Joining Time
8.11.1 An employee under transfer will be allowed joining time comprising of preparation time
and journey time, at the following rates :
a) Preparation time of 7 (seven) days including Sunday and Holidays’ and
b) Journey time of one day for each 800 kms or part thereof in case of rail journey,
one day for each 300 kms or part thereof in case of road journey where travel
by rail is not customary and actual time in case of air journey, subject to a mini-
mum of one day in either case, in case of posting within India. For posting
abroad, actual journey time by the commonly used shortest route will be ad-
missible. Besides any enforced stay/half will also be admissible at the discre-
tion of the Head of Department. Provided, however, travel by road not exceed-
ing 30 kms to and from the railway station/airport at the beginning or at the end
of journey will not count for joining time.
8.11.2 Journey time is to be calculated by the shortest route. In exceptional cases, it may be
relaxed by the concerned Head of Region depending upon the merits of each case
up to a maximum period of two days.
8.11.3 If an employee receives the transfer order while availing leave at a place other than
his headquarters, he will be entitled to joining time as admissible for transfer from his
headquarters, unless the authority sanctioning the transfer, for special reasons, which
should be recorded, allows joining time, as admissible, for transfer from his leave
station.
8.11.4 Where due to exigencies of Company’s work, an employee cannot be granted joining
time in full, he may be allowed to carry forward the unavailed portion of the same. this
period should be treated as Special Casual Leave and must be availed within the
same calendar year or six months of joining at the new station, whichever is later.
In case the employee on transfer has been permitted to retain family at the previous
place of posting, he may be allowed to carry forward the unavailed portion of joining
time upto one month beyond the expiry of permitted period.
8.11.5 Notwithstanding anything mentioned above, employees will not be entitled to any prepa-
ration time in the following cases :
i) Local transfers whether those are inter-Unit or intra-Unit;
ii) If the transfer is at the request of any employee; and
iii) Temporary transfer for period not exceeding three months. In these cases, em-
ployees will be entitled to bare journey time under these rules.
8.11.6 If an employee overstays the joining time admissible to him under these rules, the
period of overstay will be treated as extra ordinary leave. However, the concerned
General Manager may grant him leave of the kind due in such cases on the merits of
individual cases.

Policy Manual
8.11.7 An employee on transfer, during the period of joining time, will be entitled to pay and
allowances which he would have received had he continued in his old post or pay
and allowances which he will receive on assuming charges of the new post, which-
ever is more. this is irrespective of the fact whether he joins a new post either at the
same or a new station of relinquishing charges of his old post.
8.12 Transfer at the request of an employee
8.12.1 In case of transfer of an employee at his own request, the benefits admissible on
transfer will be the Journey Fare, conveyance charges, Daily Allowance, Transfer
Pay Advance and Journey Time. Provided that if the employee has put in at least 3
years of service at his existing place of posting he shall also be entitled to Baggage
Allowance, Package Charges, Transfer Grant, settling in Allowance and preparation
time in addition to the above transfer benefits.
8.12.2 An employee who has been transferred to another place of posting at his own re-
quest, has availed the facilities as in Rule 8.0, leaves the services of the company
within 6 months of joining at the new place of posting, shall be liable to refund the
entire amount paid to him under these Rules.
8.13 If both husband and wife, employed in the company and working at the same head-
quarters, are transferred within six months to the same new headquarters, only one
of them shall be entitled to the benefits of Baggage Allowance, Transfer Grant and
Transfer Pay Advance. If the transfer of one of the spouses takes palace after six
months of the other, the entitlements on transfer will be regulated in accordance with
rule 8.1 or 8.11 depending upon whether the transfer is at the instance of the company
or at the employee’s own request.
8.14 Where a transfer initially made for a period of one year or more is subsequently re-
duced to a period of less than one year, the transfer benefits allowed under the forego-
ing provisions will not be changed to the dis-advantage of the employee. In such a
case when the employee is transferred again either to his old Headquarters or a new
Headquarters, his entitlement to transfer benefits will be regulated in accordance with
the foregoing provisions subject to the condition that no Transfer Pay Advance shall
be admissible to him.
8.15.1 Where the transfer of an employee initially made for a period of less than one year is
subsequently extended to a period of one year or more, he will be entitled to Transfer
Grant, but no Transfer Pay Advance, in addition to the transfer benefits, if not already
availed of by him.
8.16 ‘Settling - in - Allowance ‘ to the extent of 1 month salary (Basic+DA) will be payable
to the employees subject to Rule 8.9
8.17 Utmost care shall be taken to avoid presence of employee at RHQ by deciding his
final place of posting well in advance. However, in order to expedite the posting on

Policy Manual
transfer and also to avoid hardship to employees, it has been decided that in excep-
tional cases the transferred employee, if required to stay at RHQ pending finalisation
of his posting, may be treated as on tour for a maximum of upto 5 days and paid TA/DA
at the rate admissible while on tour, with the specific approval of the Regional head.
9.0 ENTITLEMENT FOR JOINING DUTY ON FRESH APPOINTMENT
9.1 Subject to the provisions contained in rule 9.2 below, a person selected for appoint-
ment in the services of Company including the appointment on deputation terms will
be entitled, for self and members of his family, to the following benefits with reference
to the grade and pay offered in the company for his joining duties on fresh appoint-
ment:-
Category of Entitlement for
Candidate
Joining Duty Journey Conveyance Daily Baggage
Fare Charges Allowance Allowance
Candidates Admissible as Admissible Admissible Admissible as
residing in in rule 5.1 as in rule as in sub- in rule 8.6
India subject to the 5.2 rules except 8.6.1 (ii)
condition that 5.3.11 subject to
reimbursement maximum of
of air fare will full four wheeler
be allowed to wagon or two
those joining in containers
the levels of E-7 wherever available
and above only.
Candidates Air fare by eco- Not admissible Not admissible Not admissible
residing outside nomy tourist
India class up to the
port of disem-
barkation in
India and Journey
Fare from the port
to the place of duty
for self and members
of the family as in
rule 5.1 subject to
the condition men-
tioned above.
9.2 An employee who has availed the facility as in rule 9.1 leaves the services of the
Company within one or three years respectively of his joining POWERGRID, shall be
liable to refund the entire amount paid to him under these rules.
9.3 The entitlement of TravellingAllowance and Joining Time in respect of a new appointee,
who is required to report at Corporate Centre for briefing etc. or is temporarily posted

Policy Manual
for a period of less than six months at Corporate Centre, before he is finally posted to
any of the projects/Sub-stations/offices of the Company at an out-station, will be regu-
lated as hereunder :-
9.3.1 Travelling Allowance
a) If family already brought to Journey Fare, Conveyance Charges, Daily
New Delhi/Delhi Allowance and Baggage Allowance as in
rule 9.1 from the last duty station/residence
to New Delhi/Delhi and from the latter to
the place of regular posting.
b) If family still at the last station Journey Fare, Conveyance Charges,
or at some other place where Daily Allowance as in rule 9.1 from such
HRA for retention of family is place to the place of regular posting.
being drawn by him
9.3.1 Joining Time
Only bare journey time from New Delhi to the place of regular posting shall be allowed.
In case the employee has to undertake subsequent journey for the purpose of shift-
ing his family from New Delhi/Delhi to the project/transmission site on allotment of
family accommodation, he will be allowed actual travel time plus two days preparation
time inclusive of Sunday and Holidays.
9.4 A new appointee, who is required to report at Corporate Centre for briefing etc., or is
temporarily posted for a period of six months or more at Corporate Centre, before he
is finally posted to any of the Projects/Sub-stations/offices of the Company at an out-
station, will be entitled to normal transfer Travelling Allowance benefits including join-
ing time.
9.5 Unless otherwise mentioned in the terms of deputation, a person selected for ap-
pointment on deputation in the services of the Company will be entitled, for self and
members of his family, to the benefits in accordance with rule 9.1 for his joining duties
in the company. On reversion to his parent department, he will be entitled to similar
benefits with reference to his rank and pay at the time of reversion.
9.6 The entitlement of Travelling Allowance and Joining Time in respect of a deputationist
who is required to report at Corporate Centre for briefing etc. or is temporarily posted
for a period of less than six months at Corporate Centre, before he is finally posted to
any of the projects/Sub-stations/offices of the Company at an out-station, will be regu-
lated as mentioned in rule 9.3 with the exception that he shall be allowed only one
joining time as if he had joined directly from the last duty station while in parent depart-
ment to the place of regular posting in the Company via New Delhi/Delhi.
9.7 The entitlement of Transfer Travelling Allowance benefits including joining time in re-
spect of a deputationist, who is required to report at Corporate Centre for briefing etc.

Policy Manual
or is temporarily posted for a period of six months or more at corporate centre, before
he is finally posted to any of the projects/Sub-stations/offices of the Company at an
out-station, will be regulated as mentioned in rule 9.4.
9.8 If the family of a new appointee/deputationist does not accompany and he has to
undertake a subsequent journey for shifting his family, he will have the option to claim
TA for self either for the first journey or subsequent journey undertaken subject to the
condition that the subsequent journey is performed within six months of his joining.
Provided that aforesaid limitation of six months will not apply in case of a new ap-
pointee/deputationist who is compelled to keep his family away from the place of post-
ing because of non-availability of family accommodation at such place or due to his
temporary posting at Corporate Centre for a few months before he is finally posted to
one of the projects/Sub-stations/offices of the company, where it is specifically so
mentioned in the offer of appointment/deputation.
9.8.1 The above time limit of six months may be extended by the concerned Head of Re-
gion, in consultation with concerned Human Resources Department, in individual cases
attendant with special circumstances such as due to reasons of education of children
or illness of family members.
10.0 ENTITLEMENT FOR LONG DURATION ASSIGNMENTS
10.1 In case of long duration assignments, the entitlements of the employees deputed to
outstations in connection with company’s work will be regulated in terms of the follow-
ing provisions.
10.1.1 In case of duration up to 90 (ninety) days, the entitlement will be as on official tour vide
rule 5.0.
10.1.2 In case of duration extending beyond 90 (ninety) days and up to 180 (one hundred
and eighty) days and if the movement is treated as on tour in terms of sub-rule 5.3.1,
the entitlement will be regulated as such, subject to the condition that the daily allow-
ance will be paid at half the rate of the amount admissible under column (6) or (8), as
the case may be, of sub rule 5.3.2 irrespective of the place of stay.
Notwithstanding the above provision, actual accommodation charges limited to the
amount as per col. (4) of sub rule ibid will be reimbursed, when composite daily
allowance is not claimed.
10.1.3 In case of duration beyond 180 (One hundred and eighty) days, the Headquarters of
the employee will be deemed to have been changed from his old station/place of work
to the new station/place of work and no daily allowance shall be admissible at the
outstation. However, he will have the option either (a) to retain his establishment at the
old station/place of work or (b) to transfer his establishment to the new station/place of
work.

Policy Manual
10.1.4 Depending upon the option exercised by the employee he will be entitled to the follow-
ing :
a) In case of option under (a) above :
i) House Rent Allowance and City Compensatory Allowance/Special Com-
pensatory Allowance as would have been admissible to him at his old
station/place of work. In case an employee was provided with leased ac-
commodation or accommodation at the Company’s township, the facility
will continue to be extended to him for the duration of his posting at the
outstation;
ii) Reasonably furnished bachelor accommodation free of rent at the outsta-
tion; and
iii) For tour(s) undertaken to the old station/place of work, the Daily Allow-
ance admissible will be at the rate of 1/4th of the amount as in col. (7) or
(8) of sub-rule 5.3.2, as applicable in addition to that for the period spent
on journeys.
b) In case of option under (b) above :
i) Benefits as per entitlement on transfer as admissible under rule 8.0;
ii) House Rent Allowance or leased accommodation as applicable and City
Compensatory Allowance/Special Compensatory Allowance as admissi-
ble from time to time at the new station/place of work; and
iii) House Rent Allowance, City Compensatory Allowance/Special Compen-
satory Allowance, if any, and leased accommodation or accommodation
at the Company’s township provided at the old station/place of work shall
cease to be admissible from the date of effect of option exercised.
10.1.5 In case where the assignment initially, made for a period of more than 180 (one hun-
dred and eighty) days is subsequently reduced to a period of 180 (one hundred and
eighty) days or less, an employee shall not be entitled to any TA/DA etc. for such
reduced period of stay, but at the same time the transfer benefits originally allowed, if
any, to him will not be changed to his disadvantage. If an assignment made initially for
a period not exceeding 180 (One hundred and eighty) days is later extended beyond
this period, the daily allowance already drawn up to the date of issue of orders extend-
ing the assignment will not be adjusted from the transfer benefits claim.
11.0 ENTITLEMENT IN CASE OF RETIREMENT/DEATH
11.1 A retiring employee will be entitled to the benefits except Transfer Pay Advance under
rule 8.7.1 and cost of transportation of his conveyance under sub-rule 8.6.1 (ii) as
admissible to a serving employee of his status/pay range on transfer under rule 8.0 for
himself and members of his family for proceeding to home town or any place in India
where he intends to settle after retirement.

Policy Manual
Provided, however, the cost of transportation of his conveyance will also be reim-
bursed if the maintenance of the same was in Company’s interest prior to his retire-
ment.
11.2 In case of death of an employee while in service, his family will be entitled to the same
benefits mutatis-mutandis as stated in rule 11.1.
11.3 The amount with regard to the above benefits is, however, required to be drawn within
six months from the date of retirement/death, as the case may be, of an employee.
12.0 ADMISSIBILITY OF TRAVELLING ALLOWANCE FOR OTHER JOURNEYS
12.1 The admissibility of Journey Fare, Conveyance Charges and Daily Allowance for jour-
neys performed by the employees for the following purpose shall be regulated as
under :
Sl. Purpose of Admissible of Remarks
No. Journey
Journey Conveyance Daily
Fare Charges Allowance
(Ref. Rule (Ref. Rule (Ref. Rule
5.1) 5.2) 5.3)
1. 2. 3. 4. 5. 6.
I) To appear in interview/ Admissible Admissible Admissible -
departmental examination
or selection test conduc-
ted by the company.
II) To participate in sports/ -do- -do- -do- -
cultural events represent-
ting the Company.
III) To attend training -do- -do- -do- -
programme, seminar
or conference for which
the employee is spon-
sored by the Company.
IV) To receive National Admissible Admissible Admissible -
Awards or Awards
by the company
V) For obligatory -do- -do- -do- -
medical exam.
VI) To appear in Court or -do- -do- -do- Subject to
departmental enquiry note below
as jury, assessor or
witness, only for
company’s work or
where company’s
interest is involved.

Policy Manual
No. Journey
5.1) 5.2) 5.3)
1. 2. 3. 4. 5. 6.
VII) Recall from leave -do- -do- -do- -do-
before expiry of leave.
VIII) To proceed on tour -do- -do- -do- -do-
from leave station
IX) For medical treatment Admissible Between railway Not Admissible -do-
of employee for his station/bus
family members who stand/airport
are entitled to free and residence
medical facilities. at headquarters
as well as at
outstation in-
cluding journey
to consulting
room/hospital and
back once only.
X) To attend training Admissible Between railway Not Admissible Subject to
seminar or conference Station/bus note below
for which the employee stand/airport
is not sponsored by the and residence
Company. at headquarters
as well as
outstation
XI) Outside candidates
called for interview:
a) For the posts Admissible Not Admissible Not Admissible From the
in the level of as for place of
E-8 and above. Company posting
employees residence in
at Sl. No. 1 India to the
of subject Airport rail
rules 5.1.2 head nearest
and 5.1.3 to the plac
of interview.
b) For the posts Admissible -do- -do- In case of
in the level of as for com- candidates
E-2A to E-7A pany employees residing
Sr. No. 3 (for abroad the
E-4 and above) fare will be
Sr. Nor. 4 admissible
(for E-3 & E-2A) from the post
of sub-rule 5.1.2 of disembark-
and sl. no.2 of ation in India.
sub-rule 5.1.3

Policy Manual
No. Journey
5.1) 5.2) 5.3)
1. 2. 3. 4. 5. 6.
c) For the posts below Admissible as -do- -do- -do-
the level of E-2A & for company
company Trainees. employees at
Sr. No.6 of Sub-
rule 5.1.2 & Sr.
No.4 of Sub-Rule
5.1.3
XII) SC/ST candidates -do- -do- -do- -do-
called for written
examination tests
for the post of
company trainees.
NOTES :
Sl. No. - VI
a. Amount, if any, received from the court for attendance or boarding and lodging
etc. is required to be refunded to the company.
b. If departmental or vigilance enquiry is held at an outstation at the request of an
employee, no travelling allowance shall be admissible to him.
Sl. No. - VII & VIII
a) Subject to specific approval of the concerned Head of Region.
b) From the place of leave station within India. In case of leave station being out-
side India, the travelling allowance will be admissible from the rail head/port of
disembarkation within India nearest to the country visited.
Sl. No.-IX
a) Only on the advice of Company’s Authorised Medical Officer.
b) In addition, TA for one escort will also be admissible if so recommended by
Company's Authorised Medical Officer. TA for two escorts in case dependent
infants/children (i.e. under 12 years of age) of the employee concerned are re-
ferred to outside hospital by Authorised Medical Officer for medical treatment
subject to specific recommendations of Authorised Medical Officer to the effect
that considering the age, ailment etc. of the child concerned, presence of two
escorts is essential.

Policy Manual
13.5 An employee shall not be granted an advance towards Travelling Allowance under
these rules, if he has failed to render the account of advance (s) earlier drawn by
him, except with the approval of Head of Region in each case.
13.6 In case of failure to produce the documentary evidence/account of advances as re-
quired under rule 13.3/13.4, the advance sanctioned shall be recovered from the
employee’s salary and/or otherwise.
14.0 CLAIM FOR TRAVELLING ALLOWANCE
14.1 Claims for reimbursement of travelling allowance in all cases will be entertained only
on completion of the return journey, wherever applicable.
14.2 Claims for reimbursement of Journey Fare (other than 2nd class rail fare) and Bag-
gage Allowance wherever applicable, must be supported with adequate proof of the
amount of expenditure incurred such as PNR number/money receipt/ticket folder (in
case of Air journey).
14.3 All claims for journey undertaken under these rules should be preferred in the pre-
scribed proforma within the time limit of 30 (thirty) days as prescribed in rule 13.4,
duly countersigned by the controlling Officer.
14.4 Claims for reimbursement of travelling allowance not preferred within three months
from the date of completion of return journey, wherever applicable, will not be enter-
tained normally except with the special approval of Head of Region, when he is satis-
fied that non-submission of the claim on the part of an employee was due to reasons
beyond his control. No claim submitted after the expiry of the period of six months
from the date of completion of return journey, wherever applicable, will be entertained
and the same shall stand forfeited.

Policy Manual
CHAPTER-II
15.0 SCOPE
15.1 The provisions of this chapter shall apply to local journeys performed by the employ-
ees in connection with the Company’s work as provided hereinafter, but shall not
apply to local journey performed by Company’s Trainees in connection with their train-
ing at their headquarters.
16.0 DEFINITIONS
16.1 In this chapter, unless the context otherwise requires;
16.2 “Local Journey” means any journey performed by an employee in connection with
Company’s work within a radius of 30 kms from the Headquarters or with municipal
limits of the Headquarters, whichever is more.
16.3 “Local Travelling Expenditure” means the expenses incurred by an employee on
local journeys and includes conveyance charges and expenditure on lunch, snacks,
tea etc.
16.4 The other terms used in this chapter will have the same meaning as assigned to them
under rule 4.0 of Chapter-I.
17.0 ENTITLEMENT
17.1 An employee will be entitled to the reimbursement of local travelling expenditure as
per scales laid down below.
17.2 Conveyance Charges
17.2.1 The reimbursement of Conveyance Charges for journeys performed by the employ-
ees of various pay scales/pay ranges by different means of transport shall be by the
shortest route and as per the following entitlement, subject to actual.

Policy Manual
17.2.2 Nature of Entitlement
Sl. Level/Pay Range Entitled Mode & Class of Travel
No. (Rs.) Rail Road
(1) (2) (3) (4)
(A) EMPLOYEES
1. Those in the levels ACC I Class Actual Taxi fare.
of E-6 and above
2. Those in the level AC II Tier provided that Actual Taxi fare.
of E-5 ACC I Class will be admi-
ssible only if pay is
Rs. 8,100/- and above.
3. Those in the levels I Class/AC II Tier Actual taxi fare
of E-3 and E-4 limited to Rs. 4.30/km
4. Those in the level of E-2A Actual charges by three
and below but drawing pay -do- wheeler or fare of a
not less than Rs. 3,090/- single seat in taxi where
(in case of Supervisors) availed limited to
& Rs. 2,695/- (in case of Rs. 1.50 per km. in the
Workmen joined before latter case.
1/1/97) and W7 & above
for workmen joined on
or after 1/1/97
5. Those drawing pay below AC III Tier Actual bus fare,
Rs. 3,090/- (in case of where no bus plies
Supervisors & Rs.2, 695/- actual charges by other
(In case of Workmen joined means like tonga,
prior to 1/1/97) and W1 to W6 rickshaw etc.
for workmen Joined on or after restricted to
1/1/97. Rs. 1.50/Km.
(B) TRAINEES
6. Executive Trainee I Class/II class Actual charges by three
AC Sleeper wheeler or fare of a
single seat in taxi, where
availed, limited to
Rs. 1.50/- km in the
latter case.
7. Supervisor/Diploma II Class Actual Bus fare, where
Trainee no bus plies actual
charges by other means
like tongas, rickshaw etc.
restricted to Rs. 1.50
per km.
8. All pay ranges II class -do-

Policy Manual
Sl. No.-X
At the discretion of the concerned Head of Region. provided the employee’s partici-
pation is considered useful to the Company by him.
12.2 Where prosecution of an employee arises out of acts committed or purported to be
committed in the bonafide execution of duties and the employee is consequently
required to appear in the court as an accused, reimbursement of Journey Fare and
Daily Allowance at composite rate, as admissible on tour may be allowed to him for
the journey performed between his place of posting and the place where court pro-
ceedings are being held.
For employees posted in Powers to be exercised
i) Regional Hqs/TL Estts. ED of the Reg. Hq concerned
ii) Corporate Centre GM of the Deptt. Concerned
13.0 ADVANCE
13.1 An employee proceeding on official tours and other journeys as stated in rule 12.0
may be granted an advance to meet the expenses towards travelling allowance as
per his entitlement to the tune of 100% of the anticipated fares for journey (s) and 90%
of anticipated amount towards daily allowance and conveyance charges for a dura-
tion not exceeding 30 day at one time. the request for advance should be made on the
prescribed form, duly countersigned by the controlling officer.
13.2 An employee proceeding on transfer may be granted an advance to meet the ex-
penses on transfer to the extent of 100% of the anticipated fares for journey of the
employee and his family members, transfer grant and transfer pay advance and 90%
of the amount towards daily allowance, conveyance charges and baggage allowance.
The request for advance should by made on the prescribed form, duly countersigned
by the controlling officer.
13.3 In case of advances covered under rules 13.1 and 13.2, the advance towards journey
fare, conveyance charges and daily allowance may be drawn within a period not ex-
ceeding 30 (thirty) and 60 (sixty) days respectively before the proposed date of the
journey but shall have to be refunded forthwith if the employee is not able to produce
documentary evidence to show that the amount of advance has been utilised for the
purchase of tickets within 15 days of the drawal of the advance. For advances cov-
ered under rule 13.2, the advance towards Transfer Grant, Transfer Pay Advance and
Baggage Allowance may be drawn within a period not exceeding 10 (ten) days before
the proposed date of journey.
13.4 An account of advance under this rule shall be rendered by the employee immediately
after the completion of the journey and in no case later than 30 (thirty) days from the
date of completion of return journey, wherever applicable.

Policy Manual
17.2.3 For journeys to place within municipal limits of the headquarters, an employee may
choose either of the mode of travel namely rail or road depending upon his conven-
ience; but for journeys to places outside such municipal limits which are connected by
rail, the same should be undertaken by rail only and if the journeys are performed by
road between such places, the reimbursement will be restricted to rail fare as per
entitlement, even though the place of visit falls within a radius of 30 kms. from the
headquarters. However, self controlling officers may undertake the journey between
such places by road in exceptional circumstances at then discretion and the reim-
bursement will be allowed accordingly.
17.2.4 Charges for waiting/halting of taxi/three wheeler, where unavoidable, will also be
reimbursable at the discretion of concerned head of department.
17.2.5 When journey is performed by an employee in his own car/scooter/motor cycle, reim-
bursement will be allowed @ Rs. 4.30/Km for travel by car, if entitled for full taxi;
otherwise Rs. 1.60 per km. for travel by scooter/motor cycle, subject to the restric-
tions as contained in sub-rule 17.2.3.
Provided, however, an employee who is in receipt of monthly reimbursement of con-
veyance expenditure or any other assistance/reimbursement under the rules of the
company, will be entitled for reimbursement of conveyance charges only when the
distance covered in such official journeys is in excess of the prescribed mileage over
a specified period, as per the rates indicated above.
17.2.6 When the journey, performed within municipal limits, commences from and/or termi-
nates at the residence of an employee, he will be reimbursed actual conveyance
charges or the charges which would have been payable from the office/place of work
to the place visited, under sub-rule 17.2.2, whichever is lower. In case of journeys to
outside municipal limits, actual conveyance charges as admissible under sub-rule
17.2.2 will be reimbursed.
Provided, however, if an employee is deputed to a place other than the office/place of
work on a holiday, and the journey commences from and ends at the residence of the
employee, he will be allowed conveyance charges from his residence to the place
where deputed and back as admissible under sub-rule 17.2.2.
17.2.7 If an employee is required to attend to his duties on any holiday, he would be reim-
bursed, with the approval of the concerned Head of Department, conveyance charges
from his residence to the office/place of work and back as admissible under sub-rule
17.2.2, provided he is not in receipt of assistance/compensation of any nature what-
soever for working on such holidays and/or coming to and going back from the office/
place of work.
17.2.8 If an employee is detained for official work beyond 9 p.m. he would be reimbursed,
with the approval of the concerned Head of Department, conveyance charges from
the office/place of work to residence as admissible under sub-rule 17.2.2 provided he
is not in receipt of assistance/compensation of any nature whatsoever for working
beyond normal duty hours and/or for coming to and going back from the office/place of
work.

Policy Manual
17.2.9. The concerned Head of Department may permit travel by mode higher than the enti-
tlement of an employee as specified in sub-rule 17.2.2 in the following exceptional
cases :
i) In case of journey commencing from the office/place of work; outward journey
only, when an employee is required to perform the same on an urgent basis;
ii) In case where an employee is directed to perform the official work on urgent
basis on his way from residence to office/place of work, for the portion of the
journey from the place of visit to office/place of work; and
iii) When the journeys are performed during odd hours and the public transport/
entitled mode of transport is not available during such hours.
17.2.10 The concerned Head of Region shall have the powers to permit an employee to travel
by a mode higher than his entitlement in other special circumstances on merits of
individual cases.
17.3 Reimbursement of expenditure on lunch, snacks, tea etc.
17.3.1 An employee who performs local journey in connection with the Company’s work to
places beyond a radius of 8 kms. from his office/place of work will be entitled to reim-
bursement of expenditure on account of lunch, sacks, tea etc. at the rates specified
hereunder, provided such absence is for more than 5 hours on a day.
Sl. Level/Pay Range Rate of Reimbursement
No. (Rs.) (Rs.)
(A) EMPLOYEES
1. Those in the level of E3 & above 17
2. Those in the level of E-2A and below 13
but drawing pay not less than Rs. 3090/-
(in case of supervisors) & Rs. 2695/-
(in case of workmen)
3. Those drawing pay below Rs. 3090/- 10
(in case of Supervisors) & Rs. 2695/-
(in case of Workmen)
(B) TRAINEES
4. Executive Trainee 13
5. Supervisor/Diploma Trainees 10
and Artisan Trainees.
6. All pay ranges 10

Policy Manual
17.3.2 An employee who performs local journey shall return to the Headquarters on the same
day immediately after the work is over. However, in exceptional cases if the employee
is required to stay overnight, due to lack of availability of transport or the nature of
work being such that it could not be completed on the same day, he will be paid daily
allowance in accordance with the relevant provisions contained in rule 5.3, subject to
the approval of the concerned Head of Region.
17.4 The rate of reimbursement for road journey as indicated in sub-rules 17.2.2 and 17.2.5
and on account of lunch, snacks and tea etc. as indicated in sub-rule 17.3.1 may be
reviewed once in two years by the Chairman & managing Director, who shall have the
powers to increase/decrease the rates subject to the maximum variation or 20% of
the prevailing rates on one such occasion, keeping in view the increase/decrease in
prices of petroleum products, eatables and other relevant factors.
17.5 Advance
17.5.1 No advance shall be admissible to meet the likely expenditure in connection with the
local journeys.
17.6 CLAIM
17.6.1 For all the journeys performed in a week, a single claim for reimbursement should be
preferred.
17.6.2 Every claim should be preferred in the prescribed proforma, duly countersigned by
the Controlling Officer, within a period not exceeding two months from the date of
completion of the journey (s), beyond which it will not be entertained normally. How-
ever, the concerned Head of Region may relax the time limit for a further period of one
month at his discretion in deserving cases. No claim shall be entertained after expiry
of the period of three months from the date of completion of journey and the same shall
stand forfeited.

Policy Manual
CHAPTER - III
18.0 SCOPE
18.1 The extent of application of the provisions contained in Chapters I and II in relation to
muster roll, daily rated, casual, or substitute employee shall be as follows:
18.1.1 Muster roll, daily rated, casual, badli or substitute employees shall not be sent on
official tours covered under rule 5.0, except under special and unavoidable circum-
stances and with the approval of concerned Head of Region in each individual cases.
18.1.2 When the employees referred to in rule 18.1 are sent on tour as above, the provisions
contained in Rules 5.0 and 7.0 will apply mutatis mutandis.
18.1.3 If an employee covered in rule 18.1 is selected for appointment/deployed to a post at
another Sub-station of the Corporation at outstation, he will be entitled to journey fare,
conveyance charges, daily allowance and bare journey time for joining his post at the
new station in accordance with the provisions contained in rule 8.0. No baggage
allowance, transfer grant, transfer pay advance and preparation time shall be admis-
sible to him.
18.1.4 The provisions of rule 12.1 (ii), 13.0, 14.0 of Chapter I and entire chapter II shall also
be applicable to employees covered under rule 18.1.
18.1.5 The Chairman and Managing Director will have the powers to extend the application
of other provisions of those rules to the employees covered in rule 18.1.

Policy Manual
CHAPTER-IV
RULES RELATING TO DA DURING FOREIGN TOUR
19.0 RELEASE OF FOREIGN EXCHANGE ON BUSINESS TRAVEL ABROAD
19.1 Consequent to the revision of per diem ceiling of Daily Allowance (DA) for business
visits abroad, w.e.f. 16th August, 1994 by RBI vide their circular dated 6th August,
1994, a three tier rate of DA were introduced in November, 1994. The revised ap-
proved rates for business visits upto a duration of 30 days are as follows :
Sl. No. LEVEL RATE (US $ PER DAY)
i) Above ED level 500
ii) For GMs & ED 350
iii) For AGMs & below 300
For period exceeding 30 days, 75% of the above rates shall be applicable.
19.2 The period of deputation for release of DA will be restricted to actual duration of the
approved visit (excluding journey time but including intervening holidays). However,
stopovers etc. in case of visits to more than one country during the foreign deputation
shall be duly considered based on the information available/furnished while obtaining
approval of the Competent Authority.
20.0 RELEASE OF EXCHANGE FOR DEPUTATION FOR INTERNATIONAL CONFER-
ENCES/SEMINARS/WORKSHOPS
20.1 The release of DA for attending international conferences/seminars/workshops is to
be regulated on the same rates as indicated at para 1.1 above.
21.0 RELEASE OF FOREIGN EXCHANGE FOR SPECIALISED TRAINING/STUDY
TOURS
Release of foreign exchange shall be regulated as under :
Sl. No. Period Rate (US $ Per Day)
i) For first 15 days 300
ii) For next 15 days 250
iii) For balance period of training duration 200
subject to RBI approval

Policy Manual
22.0 RELEASE OF FOREIGN EXCHANGE DURING BUSINESS TOURS/TRAINING
WHERE BOARDING/LODGINGS IS FULLY BORNE BY THE SPONSOR/AGENCY
ABROAD
Incidentals @ US $ 50 per day for a maximum period of 45 days in case of Business
visits/Conferences/Seminars and for a maximum period of 30 days in case of Spe-
cialised Training/Study Tour.
23.0 RELEASE OF FOREIGN EXCHANGE WHEN EITHER LODGING OR BOARD-
ING IS BORNE BY THE SPONSOR/AGENCY ABROAD
23.1 DA rates for Visits when lodging is borne by Foreign Sponsor
60% of the consolidated entitlement depending upon the nature of visit, viz. Business/
Conferences/Seminars/Specialized Training/Study Tour.
23.2 DA Rates for Visits when Boarding is borne by Foreign Sponsor
The consolidated DA rate as applicable depending upon the nature of visit to be re-
duced by the amount of DA for food as notified by Government of India, Ministry of
External Affairs for various countries from time to time.
23.3 The permitted period for various deputation shall be governed as per the ceilings pre-
scribed by RBI guidelines issued from time to time.
24.0 RELEASE OF FOREIGN EXCHANGE FOR VISITS TO NEPAL/BHUTAN
The DA rates for visits to Nepal/Bhutan as assignment other than consultancy as-
signment shall be regulated as follows :-
LEVEL DA PER DAY TRANSPORT HOTEL
CMD & US $ 50 Actual As per entitlement
Directors in India
ED & GMs US $ 40 Actual -do-
Below GM US $ 30 Limited to US -do-
$ 10 per day
All payments shall be released in Indian rupees.
25.0 PROCEDURE FOR RENDERING OF ACCOUNT ON RETURN FROM TOUR
ABROAD
25.1 The employees will get DA in terms of Para 1.1, 2.0 and 3.0 above.
25.2 The component of daily allowance (for food) would be in accordance with the Ministry
of External Affairs Order, issued from time to time, for various countries.

Policy Manual
25.3 Expenses on hotel accommodation incurred by the employee abroad will have to be
supported by bill/receipt. However, in case the employee does not submit a hotel
receipt, he may be allowed 20% of the admissible rate of consolidated DA on the basis
of certificate submitted by the employee.
25.4 The account of the other expenses like local conveyance, communication and other
contingent expenditure will be rendered and settled on the basis of expenditure in-
curred by the employee based on certification by the employee concerned subject to
following limits :-
i) Local Conveyance Not to exceed 35% of the consolidated TA/DA as
per entitlement
ii) Communication expenditure Not to exceed 10% of the consolidated TA/DA as
(Telephone, Fax, etc.) per entitlement
iii) Other contingent Not to exceed 10% of the consolidated TA/DA as
Expenditure per entitlement
25.5 On return the employee concerned would submit a consolidated TA bill accounting for
various expenses including daily allowance as admissible under para 7.2 to 7.4 above.
Any surplus calculation of expenditure incurred would be refunded to Company.
25.6 The officers visiting abroad on consultancy assignment shall be governed by specific
rates as separately approved for each Project/Contract by the Competent Authority.
26.0 All cases of foreign deputation including those to Nepal/Bhutan shall be approved by
CMD.
27.0 The release of foreign exchange shall be made by Corporate Finance in all cases of
foreign deputation after approval of Competent Authority. This travel formalities shall
be made by Corporate HR Group.

Policy Manual
CHAPTER - V
28.0 GENERAL
28.1 Unless otherwise specified, relaxations of any nature as provided under these rules
can be approved by the next higher authority only, in respect of self Controlling Offic-
ers.
28.2. All claims for travelling allowance/local travelling expenditure under these rules are to
be preferred with respect to the material facts as regards pay/rank existing at the time
when the journeys were undertaken.
28.3 In no circumstances, arrear payment/recovery will be made/effected due to increase/
decrease in pay for any reason whatsoever subsequent to the submission of claims.
28.4 The Chairman & Managing Director shall be empowered to make changes in proce-
dure and amendments to these rules or any relaxation which is of minor nature.
28.5 In case of any doubt in regard to interpretation of any of the provisions of these rules,
the matter will be referred to the Chairman and Managing director whose decision
shall be final.

Policy Manual
TOUR TRAVELLING ALLOWANCE
Diary No. :
Date :
1 CARD 2
CODE
3 EMPLOYEE NO. 7 8 TOUR COMMENCEMENT 13
DATE
14 MTH NO. 16
Tour No.
17 DESTINATION 24
Name ........................................... Designation ..................................... Scale of Pay ................................. Basic Pay ...........................
Department ........................................................................ H.O. ................................................... Rax No. ..........................................
Section I : Calculation of total TA Admissible (Please fill this Section after filling Section II to V).
Note : Cheque drawn in favour of Powergrid must be enclosed if net claim is negative by more than Rs. 200/-.
Amount Claimed
(to be filled in by the
employee)
FORACCOUNTSDEPTT.
DA (including Hotel admissible
under Income Tax Rule)
Amount admitted by Accounts
(Enter only if claims are claimed
ticket, booked by company or
Cheque Amount)
A
B1. Journey Fares
By Air
By Rail & Road
2. Conveyance charges &
Misc. expences II + V
3. Accommodation charges
4. Daily allowance
A. Total 1 to 4
Less Advance drawn from :
5. Corporate Centre
6. From Projects, if any
B. Total 5 & 6
C. NET CLAIM
(A-B)
33
89
+
103
—
Cost of Ticket Dr.
54
33
46
4
54
74
82
102
+
103
—
116
116
102
for column No. 75 to 81 :-
Enter amount refunded by
cheque/cash
8175
75
53
46 For Column 25 :
Put A if pay above Rs. 1000/-
Put B if pay below Rs. 1000/-
25 26 32
Claim Date :
D. Refund by cheque
Cheque No. .................. Dated ...............................
on ................................. for Rs. ...........................
Pay Rs. ................................................... Net Claim
Recover Rs. ..........................................................
Accountant Accounts Officer/SAD
D D M M Y Y
SECTION II : Details of Miscellaneous Expenses incidental to Tour (Rule 5.4 & 5.19)
NOTE : Enclose receipts for amount claimed.
Sl.
No.
Particulars of Expenses Amount
Rs. P.
Total
* The cancellation of booking was due to official reasons.
Signature of Head of Department
Name
Date : Designation
* To be furnished when cancellation charges are claimed.

Policy Manual
SECTION-II : JOURNEY DETAILS (Please Indicate Ticket No. or attach M/R. wherever fare claimed is for other than IInd Class and
for air Journeys and bus journeys enclose used ticket/folders.
Departure Arrival Model Train Purpose of Amount Ticket
& Class No./ Journey Claimed No./MR Remarks
Date Time Station Date Time Station of travel Train (Please give No./Bus
Name details) Rs. P.
*Note : Where tickets are provided by the company the fare may be indicated in Remarks column.
SECTION-IV : DETAILS OF CLAIM FOR DA & EXPENDITURE INCURRED FOR ACCOMMODATION (RULE 5.3) Excluding leave availed.
Midnight (00 hrs) Station Date(s) No. of Rate per Amount of Daily Name of Hotel/ Amount for Name of persons
spent in Days for Day Allowance Guest House Hotel Acco- with whom
DA mmodation accommodation
Rs. P. shared
Principal City
Ordinary City
Journey
Total Total Total
NOTE : Please enclose the supporting bill & receipt for the amount paid on account of hotel/guest house accommodation charges.
1. Leave availed (if any) at _______________ from _______________ to _____________
2. Both Boarding and lodging/Boarding only lodging/only was provided free of cost.
at ________________________ from ___________________ to _________________
SECTION-V : DETAILS OF CONVEYANCE CHARGES CLAIMED (RULE 5.2)
NOTE : If the space provided is insufficient, separate sheet in the same performa may be attached duly signed by the claimant.
Sl. Date Station Place of visit (s) Distt. in Means of Amount Purpose Station-wise
No. (specify locality) Kms. Travel (in brief) weekly total
From To (approx.) Rs. P. (Rule 5.11)
CERTIFICATE :
Certified that : (i) Wherever lodging charges for stay in a hotel have been claimed, Company Guest House accommodation was not
available.
(ii) I am/am not in receipt of HRA of availing the facility of leased accommodation at any of the tour stations for which
daily allowance has been claimed.
Signature Signature of Employee
(Name, Designation & Seal
of he Controlling Officer) Date :
Total

Policy Manual
14 15 16
SC NA
21 24
Deptt. Code
37 56
Name
LOCAL TRAVELLING EXPENDITURE
CLAIM (RULE 17.6) 1 2
CC
3 7
VR No.
8 13
VR - Date
17 20
Project
62 66
Employee No. Design
0 3 - 0 0 0 0 x x
Scale of pay Basic pay Place of Duty Department
SECTION-I : Expenditure on Lunch, Snacks, Tea etc.
Note : Admissible if duration of stay from place of duty exceeds 5 hours and distance travelled is not less than 8 Kms.
Date (s) Time of Departure/Arrival Total Stay Date(s) Time of Departure/ Total Stay
Arrival
SECTION-II : Journey Expenditure :
Note : i) Means of travel will be "Taxi, three wheeler, Rail, Bus, Single seat in taxi or own scooter/car" whichever is applicable.
ii) Indicate the names of places with their location.
iii) For all the journeys performed in a week, a single claim should be prefered.
Place(s) visited Date(s) Distance Meansof Amount Purpose of Journey Remarks
From To of visit in Kms. Travel Rs. P.
TOTAL II
SECTION-I-No. of day ................ @ ...................
Total 1+2
(Rupees ...............................................................
............................................................... only)
(For use in accounts Department)
Passed for payment of Rs. ..........................................................
(in words) ..................................................................................
1 4 0 6 0 4
84 89
Account Code
101 104
Rs. P.
Amount
Acct./Account Asst. A.O./Sr. A.O.
Date : ........................
Received Rs. ...............................................................................
Rs. ...................................................................................... only
Date ............................ Signature of Employee
TRAVELLINGALLOWANCERULES100 VOLUME-II

Policy Manual
Certified that :
i) I am not in receipt of assistance/compensation of any nature
for working on holidays/beyond normal duty hours and/or for
coming to and going back from the office to work
Date : Signature of employee
Countersigned
Controlling Officer
Name
Designation &
Seal
Note :-In case of Journeys from residence to office and
back or after office hrs. beyond 9 p.m. the bill should be
countersigned by Head of Deptt.
Certificate for payment of conveyance higher than the entitled mode of travel :
Certified that the journey(s) was permitted to be undertaken by a mode higher than the entitlement of the employee because of
the following exceptional situations :-
i) the outward journey from the office/place of work was required to be performed on an urgent basis :
ii) the employee was directed to perform official work on urgent basis on his way from residence to office/place of work.
iii) the journey was performed during odd hours and the public transport/entitled mode of transport was not availablle during such
hours.
Name
Designation &
Seal
1. Certified that the employee was permitted to travel by a mode higher than his entitlement both sides due to special
circumstances.
2. Sanction for submission of claim after two months from the date of journey is accorded.
Name
Designation &
Seal
TRAVELLINGALLOWANCERULESVOLUME-II 101

Policy Manual
TRANSFER/JOINING TRAVELLINGALLOWANCE
CLAIM (Rule 14.0)
Diary No. :
Date :
Name Employee No. Designation on joining new HQRs Department
Scale of pay Pay Old Station of posting Transfer order Date of release
No. and order date from old station
Whether transfer at the Whether spouse employed in If yes whether spouse transferred Whether claiming HRA for a
request of employee Powergrid at same station within 6 months to the same new HQRs place other than new place
of posting
YES/NO YES/NO YES/NO YES/NO
Detail of family members
accompanying on Transfer
Sl. Name Relationship Age
No.
Instructions :
1. Indicate ticket no. or attach M/R wherever Rail fair claimed is for other
than IInd Class, and for air journey enclose used ticket folders.
2. Where tickets are provided by the Company indicate the cost of tickets
in remarks column with remarks. Ticket provided by the Company. The
Amount of A/c surcharge reservation charges and sleeper charges and
super fast train surcharges should be shown separately, wherever pos-
sible copy of travel agent's bill should also be enclosed.
3. Enclose copy of transfer order.
SECTION-I : Journey Fare
Departure Arrival K.M. Air/Rail/ Class No. of Rate Amount Ticket No./
Road fares MR No.
Date Time Station Date Time Station Rs. P.
Total
SECTION-II : Conveyance Charges
Sl. Date Station Place (s) Distance in Means of Amount
No. Kms. travel
From To (approx.) Rs. P.
Total
SECTION-III : D.A.
Total Journey DA Admissible for No. of family Total No. Rate Amount
period Journey period members for the of DA
Rule (8.5.1) purpose of DA Rs. P.

Policy Manual
SECTION-IV : BAGGAGE ALLOWANCE
Note : Enclose Receipt(s) for amount paid
Place Actual Distance Mode of Actual amount Rate
(i) Carriage of weight of in Kms. Transportation paid admissible
personal effect From To personal
effect Rs. P. Rs. P.
Between residence(s)
and Ralway Station
Between Railhead to
Railhead
(ii) Transportation of Conveyance
Particulars of Conveyance Mode of transportation Actual Amount paid Amount admissible MR Receipt No.
Rs. P. Rs. P.
Calculation of TA
Note : Enclose cheque if the amount at Sl. No. 7 is negative
Particulars Amount
Rs. P.
1. Journey fare
2. Conveyance charges
3. Daily Allowance
4. Baggage allowance
(i) for personal effects
(ii) for conveyance
5. Transfer Grant
6. Octroi etc.
(Rule 8.6.1) (iv)
Total
Less Advance taken at ............................
7. Amount payable (+)
Recoverable (-)
Certified that :
(a) I have vacated the Company's leased accommodation at my
old station of posting.
(b) I have not been granted HRA or given leased accommodation
at a place other then the new place of posting :
Countersigned :
Controlling Officer Signature of
Name Employee
Designation & Steel Date
(For use in Accounts Deptt.)
1 2
CC
3 7
Voucher No.
8 13
VR-Date
14 15
CS
16
NA
17
Project
24
Deptt.
62 66
Employee No.
Passed for payment of Rs. (in words) ............................................
..........................................................................................only)
Received Rs. ...............................................................................
(Rs. ...................................................................................... only)
Date ............................ Signature of Employee
84 89
Account Code
99 104
Rs. P.
Account
105 110
Cash/Bank A/C
Cheque No. & Date Date
Acct. A.O./Sr. A.O.
Date : ........................

Policy Manual
REQUEST FOR TRANSFER TRAVELLING
ALLOWANCE
(Rule 13.2)
Diary No. :
Date :
DepartmentDesignationEmployee No.Name
Scale of Pay Date of Joining POWERGRID at HQRsBasic Pay Date of Release Transfer order No. & Date
Place from where the journey/
Shifting to be done
For Self For Family For Baggage
Proposed date of shifting
For Self For Family For Baggage
New Place of Posting
Details of Advance Required Details of family members
Rate Amount
Rs. P.
Name Age Relationship
1. Journey Fare
a) for self
b) for family
No. of fares
_________________ full
_________________ half
2. Conveyance Charges
3. Daily Allowance
4. Baggage Allowance •
5. Transfer grant, •
if applicable
TOTAL
1. Certified that I have vacated/am vacating Company's accommodation in my
possession with effect from ________________________________
2. I undertake to produce documentary evidence to the Establishment Accounts in
support of utilisation of the above advance or to refund the amount, it not utilised
within 15 days from the date of drawal as required under rule 13.3.
Signature of employee
Date :
Sanctioned
Controlling Officer
Name
Designation & Seal
(For use by the Accounts Deptt.)
1 2
CC
8 13
VR-No.
14 15
SC
16
NA
17 20
Project
21 24
Deptt.
T R A N S F E R
37
Narration
62 66
Emp. No.
Passed for Rs. (in words) ...........................................................
..........................................................................................only)
Received Rs. ...............................................................................
. ................................................................................................
. ................................................................................................
Signature
Date
84 89
Account Code
99 104
Rs. P.
Amount
105 110
Cash/Bank A/C
Acct. A.O./Sr. A.O.

Policy Manual
REQUEST FOR TOURADVANCE
(Rule 13.1)
1 2
CARD
CODE
3 7
VOUCHER NO.
8 13
DY MTH YR
VR. DATE
Diary No. Date
21 24
DEPARTMENT
37 42
TOURCOMMENCEMENT
DATE
43
MTH
Tour
45
No.
No.
17 20
PROJECT
46 56
DESTINATION
62 66
EMPLOYEE NO.
Name Designation Scale of Pay Pay
DETAILS OFADVANCE REQUIRED
1. Journey Fares
From To Mode Class Amount
Rs. P.
a.
b.
c.
d.
e.
Purpose of Tour
2. Daily Allowance/Conveyance Charges : Total
Place No. of days
Rate
Rs. P.
Amount
Rs. P.
Accommodation Charges
Rate
Rs. P.
Amount
Rs. P.
Food and Incidental Charges Conveyance Charges
Rs. P.
a.
b.
c.
Total
3. Total Advance Required :
Total journey fare + (90% of Sl. 2) = Total Advance Total of Sl. No. 2
Rs. ..........................................................+ Rs. .................................... = Rs. .............................
Certified that
a) No previous advance is outstanding against me.
b) Adjustment bill for advance of Rs. ______________________ has been forwarded to Accounts on __________________ (date)
c) Advance of Rs. _______________________ is outstanding against me.
Note : 1. Please tick whichever certificate is applicable.
2. If 'C' is applicable, please obtain Head of Division's approval. Signature of the employee
Recommended
Signature of Controlling Officer
Name
Designation
Department
Sanctioned
Signature of the Head of Department
Name
Designation
Department
FOR THE USE OFACCOUNTS DEPARTMENT
Passed for Rs. ...........................................................................
(RUPEES ........................................................................ ONLY)
84 89
ACCOUNTCODE
Received Rs. ...............................................................................
(Rupees ............................................................................... only)
Date Signature of Employee
7 5 2 1 2 1
99 104
AMOUNT
Inter unit
code if any
ACCOUNTSASST./
ACCOUNTANT A.O./Sr. A.O.
Note : 1. Claim may be submitted to clear tour advance within one month of completion of tour failing which it will be recovered from salary.
2. In case of inter unit payments, form is to be submitted in triplicate and requires approval of head of Division.

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